How to manage orders on NexoPOS

Once you have added your items to NexoPOS, you must sell them. This tutorial will guide you through the sales process on NexoPOS. We will therefore begin to expose the main sales configurations on NexoPOS. Then, after presenting the point of sale, we will learn how to add a discount, to add shipping charges, to put on hold, to pay and to reset an order on NexoPOS.

Getting Started With Sales

Sales can be made in 2 ways on NexoPOS : with the cash register enabled and without. The cash register has the particularity to track every transaction made by a cashier during the day. It’s more accurate and let the cashier define the opening and the closing amount. There is also a report which let you detect wether the closing amount is exact or not. The main issue with is, if your have a very small store with one cashier for example, this feature might be more heavy for the current cashier workflow and disabling that can be more handy.

The reason why we’ve mentioned these two different way to proceed to sales, it’s because for instance, if the cash register is enabled, the opening amount need to be set. This action is required before accessing to the POS, which is not the case when it’s disabled.

Presentation of the POS (Point Of Sale)

We won’t cover here how to handle cash registers. There is a tutorial written for that. We’ll rather focus on the selling process. So, let’s open the POS and explain the different sections. Then, on the dashboard, click on the “Open POS” menu to access it.

Basically, here is how the POS looks like when the “NexoPOS” module is enabled only.

The first section (1) is the cart with the cart controls. The second section (2) is the product grid with related controls. Once an item is clicked on the product grid, it’s automatically added to the cart. According to the item, NexoPOS will check if the stock remaining is valid, proceed to other module verification (looking for modifiers) and finally add the item to the cart. If an error occur during the process, you’ll be notified. Let’s now explain the Cart and the product grid.

The Cart Explained

On the top

The cart has on top the left columns controls. For NexoPOS by default, a button to the dashboard (1) and a button to load hold orders (2).

On the middle

The following section of the cart has :

The “customer selection” button : Here you have the default client and all other registered customers. this is necessary when the customer requests an invoice in his name.

A “add customer” button : it allow you to add quickly a new important customer.

A “order note” button : This button allow you to note some remarks on your order.

A “shipping informations” button : It necessary when the order must be delivered.

a “add flash item” button. A flash item is an item which is not registered on the inventory, but which need to be sold. A concrete example of such items is a service. we’ll see on another tutorial how to add a flash item on NexoPOS.

The following section is the cart himself. It’s the place where all items are added with the followings informations : The Items names, the unit price, the quantity and the total price. From there you can increase (1) or reduce (2) the added quantity.

Notice that the unit price can be changed, just click on it. But you can disable this option on the settings of Nexopos.

You can also enable the discount per item on the settings of NexoPOS. This feature allow you to set a single discount for each item of the cart. Click on the “Discount” button to set it. And the cart looks like this :

At the bottom

Down that section is the cart details. The cart details has all the informations related to the current cart.

You can also enable a fixed VAT (Value Added Tax) on the settings of NexoPOS. This feature allow you to set VAT rate of the cart. And the cart will look like this :

You can set too several variable VAT depending on the configuration of your settings on NexoPOS, Don’t worry, you would learn how to do it here. So the cart will look like this :

Finally, there is a cart controls, which has button to : Pay, Hold, Discount, or Cancel the cart.

The Products Grid Explained

The products grid has all the available items. By available items, we mean item available for sale and which has a stock (specially if it’s a physical item). Note that if you have items on the inventory but can’t see them on the products grid, then you should check :

if your items are available for sale

if the item is physical and has a provided stock (Stock >= 1)

On the top

The grid has on top, buttons which let you have access to the followings features : The “Full screen” button (1), the “calculator” button (2) and the “logout” button (3). This section might have more buttons according to the installed module or settings.

On the middle

The following section present a field search of items. Two options are available.

The “manual search” button (1) : This button allow you to enter the SKU (Stock Keeping Unit), the product name, the bar code or the category on the search field. The item or the category entered will appear automatically on the products grid.

The “Automatic bar code search” button (2) : With this option, you use a code bar reader directly on the product labels to automatically add them to the cart. Make sure the cursor is always on the search field when this option is chosen. You can also enable the quick search on the settings of NexoPOS

After, you have a section of all categories of products. Click on one of them to display all its items.

Down that section you have the product grid herself. it’s the place all the items are displayed.

How to add a discount on an order

Generally, discounts are the last actions before the sale payment. In order to do it, click on the “discount” button, two types of discounts are available.

Fixed amount discount (1), this is the nominal amount of the discount you want to make to the subtotal amount of the order. To start, click on the “Discount” button, then on the pop-up window, click on the “Cash” button to set the discount type. then enter the desired amount using your keypad or the built-in keypad.

Percentage discount (2), it’s a percentage of the subtotal order amount you want to reduce. So click on the “percentage” button and enter the percentage that you want to apply.

Then you can either click on “ok” button to validate your action and resume the sale process, or “close” button to cancel it.

Once the discount applied (Fixed or percentage), proceed to the payment of the order. You can check the amount of the discount calculated on the details of the cart, or even cancel it if you want. For the illustration, we chose a percentage discount of 5% with a calculated amount of $ 4.

How to add a shipping charges on an order

The shipping charges are an optional action . You can add it to the customer’s invoice. On the top of the POS page, click on the “Shipping” button. On the pop-up window, enter the desired amount for delivery charges. You can add automatically the customer’s shipping address if he has been registered. Click on the “Options” button to do it. Then confirm (1) or cancel your action (2). For illustration, add a shipping charges of $ 10.

Then you’ll find the delivery charges on the cart details. Proceed to the payment if you want.

How to put on hold an order on the POS

To place an order on hold, simply click on the “Hold” button on the bottom of the POS page. Then you will give a name to the said order on the field provided for this purpose. Then click on the button “Put on hold” to validate your operation (1) or on the “Close” button to cancel it (2). It will be considered as an order quote (An order without any payment). For illustration, we named it “Commande A”

To return to the pending order, click the “Hold” button on the top of the POS page. Then select the command of your choice, in this case the order “Commande A” (1). You will see the details of the order such as its date of issue, its author and its code (2). There is no waiting time unless you have defined one on the NexoPOS settings. Then click on “Edit the order” button to resume the sale process.

How to pay an order on the POS

We have two type of payment on NexoPOS : Complete and incomplete payment. Both follow the same sale process with one exception.

Complete payment

The complete payment assume that the customer completely settles his order. Once the selection of the items of the customer carried out, proceed to the payment of the order by clicking on the button “Pay”. You will be directed to the payment page itself, which contains four sections :

Order payment :Here you have the choice between several payment methods (Cash payment, credit card, check, bank transfer, coupon and cash on delivery). Single and multiple payment are available.

In this section, the header takes the name of the chosen method of payment. this is where you enter the amount collected from the customer, it must be greater than or equal to the total amount of the order. You can do this either with your keyboard or with the built-in keypad. then click on the “Add” button to add it to the cart details. In the case of a multiple payment, successively add the amounts received from the different methods of payment made by the customer to the cart. Note that you can skip the third section by making a direct and complete payment for the order. Just click on the button “Full payment”. Then you will go directly to the printing of the bill.

Cart details : This is the checking section of payment information such as the net amount to pay, the amount paid, the balance and the list of payments (single or multiple).

The 4th section is used to make the payment if everything is ok (“Proceed to checkout” button), or to close the page and return to the cart (“Close” button).

The cart details of a complete payment looks like this :

The cart details of multiple payment looks like this :

Incomplete payment

As its name implies, the customer pays either part of the amount of the order (Advance order) or nothing (order quote). Specifically for an advance order, the amount entered on the field provided for this purpose is less than the amount of the invoice. And while for a quote order, you must put this order on hold. Note that the balance of a incomplete payment is negative.

We will see how to make the payment for an incomplete order on another tutorial.

How to reset an order on the POS

To cancel an order, simply click on the “Cancel” button on the bottom of the page. You will just be asked to confirm your action. the whole page will be reset, you can proceed to a new sale if you wish. In case you want to delete an order for which payment has already been made, take a look on the tutorial how to read the sales menu on Nexopos.

Wrapping up

The management of the orders requires first of all the handling of the cart and the grid of the products. Then to sale products, you have the possibility to add discounts and shipping costs to the order, or even put the order on hold. If you have any issue during the process, please let us know at [email protected], or by commenting the tutorial.